Business Proposal
Template
You can edit your own version in one of two ways:
1. Edit this version to fit your needs
2. Go to “File” > “Download As” > “Microsoft Word” to Download
How to Use This Template
Use this template to wow your prospects and land your next client. We carefully crafted this
template with everything you need to help your business stand out from the rest.
No matter what kind of business you have, you will need to write a proposal at some point. You
might respond to a Request for Proposals (RFP) that you saw advertised on an industry website,
or you might receive an invitation directly from a potential client. Either way, it is essential to
construct a clear, comprehensive response.
Keep in mind, this template is designed to be completely customized by your company. You can
adapt this template to meet the specific requirements of your potential client. If you feel there are
sections included that you would rather omit, or if you think a section is missing, you are
encouraged to make those changes as you see fit for your business.
Each section has italicized instructions that should be deleted before writing the sections,
alongside a [Bracketed Prompt] to note where the section starts.
Once complete, share it with your team for approval or send it right to your prospects.
We’ve included one long proposal template to flesh out the details of your proposal, alongside
one short proposal template for a more succinct approach.
Click Here to Jump to the Long Version of the
Business Proposal Template
Click Here to Jump to the Short, One-Page
Version of the Business Proposal Template
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Business Proposal
Template
Long Version
Business Proposal Template [Long]
Problem Summary
Projects are typically developed around problems that need to be solved. In this section, show the
potential client that you understand the history of the problem and the unique requirements that it entails.
Keep your proposal customer-focused. Make the client feel like you understand them better than any of
your competitors.
[Insert Problem]
HubSpot Tip
Think of the organization of this section like a funnel. Start with a
broad description of the context, then continue to give more
specifics about the potential client and their general needs, and
finally hone in on the particular problem at hand.
Proposed Solution
This section is the heart of your proposal. Present your solution in as much detail as possible, preferably
in a step-by-step format that addresses all of the client’s requirements.
To really drive home the point that your offering meets all of the client’s needs, consider providing a
“features and benefits” table like the one below. It outlines key parts of your product or service and their
specific value to the potential client. You can add more rows here by right-clicking on one of the rows
and selecting “Insert row below.”
Product/Service Feature
Benefit to the Client
HubSpot Tip
Keep your solution focused on the client. Be specific about how
you will meet their unique requirements. Using a proposal
template is helpful, but you need to tailor it to every new project.
Pricing Information
While the Proposed Solution section is important for persuading the potential client to choose your
company, it is also crucial to provide a well-documented, competitive pricing summary. Make sure you
include pricing for everything that you described in the previous section.
Depending on the good or service you are providing, you might be paid on a fixed fee, hourly, or per unit
basis. You might want to suggest a one-time payment or a series of installments. If you are paid in
multiple installments, consider detailing this in a Pricing Schedule.
You should also list and explain any assumptions that, if they were to change, would alter the price of
your proposal. For example, the number of in-person meetings required, the start and completion dates of
the contract, and the number of rounds of revisions allowed.
[Insert Pricing Information]
HubSpot Tip
If your pricing structure is complicated, consider using Microsoft
Excel, Google Sheets, or HubSpot’s Sales Pricing Calculator to
determine your final price. You can provide the price in this
format or transfer it to your proposal document.
Proposed Schedule
Whether or not your client specified an expected completion date, you will want to propose one. You
should offer a detailed schedule of the phases needed to meet the requirements of the proposal. Also,
describe the deliverables associated with each phase.
Consider presenting the schedule graphically in a timeline or as a table with activities and dates, as
shown below. You can add more rows here by right-clicking on one of the rows and selecting “Insert row
below.”
Project Activity
Date of Completion
HubSpot Tip
A project schedule is an essential tool for successful project
management. By providing a detailed schedule in your proposal,
you can show the client that you are committed to completing the
project by the deadline.
Conclusion
It’s always a good idea to simplify things for the customer. Begin the conclusion by briefly stating why
you are the best choice to meet the requirements. Describe the next steps and confirm your availability for
future discussions. Then, rather than make them search for it, provide detailed contact information right
at the end of your proposal, so the client can get in touch with you easily.
[Insert Conclusion]
HubSpot Tip
Consider including a signature page directly in your proposal.
This way, the client can sign right away without having to
request an additional document.
Terms and Conditions
Include your company’s terms and conditions. The terms and conditions indicate the provisions,
requirements, rules, specifications, and standards on which the resulting contract will be based, such as
legal agreements, termination rules, or anything else that needs to be spelled out in plain language.
[Insert Terms and Conditions]
HubSpot Tip
Be sure to make any adaptations that are necessary for this specific
proposal.
Appendices
Appendices are a good place to include any information that you think is important, but that the client did
not specifically request. Also, it is a good place to insert documents that are too large to include within
the document. You can reference the proposal and attach them here so that they do not interrupt the flow
of the narrative.
[Insert Appendices]
HubSpot Tip
Items for the Appendices include the bios and/or resumes of the
team that would work on the project, photos of products you will
use in the solution, or screenshots of your software solution.
Business Proposal
Template
Short Version
Business Proposal Template [Short]
Problem Summary
Proposed Solution
Product/Service Feature
Benefit to the Client
1.
1.
2.
2.
3.
3.
Pricing Information
Proposed Schedule
Project Activity
Date of Completion
1.
1.
2.
2.
3.
3.
4.
4.
Conclusion
Terms & Conditions
Signature: __________________
Date: ___________
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